Accounts Payable Questions:
How can I check on a payment made against a Purchase Order? [Expand]
I faxed an invoice to Procurement last week, but it has not been paid. What is causing the delay? [Expand]
Procurement does not accept faxed or photocopied invoices. Please submit the original.
Is there anything that can be done to speed up the processing of an invoice? [Expand]
Please make sure that you use the Vendor short name, if there is one. This can be found by using the Vendor Lookup feature on the 'Specify a suggested vendor' section of your requisition. Due to naming conventions, some vendors are harder to locate than others. If you know you've paid your vendor through Procurement before but are unable to locate them using the Lookup, please call us and we will help you find them.
What can delay the payment of an invoice? [Expand]
If we have a new vendor (new = not already in the system) and have been given inadequate or incorrect contact info, this can cause a delay. Other common causes: an invoice which is not an original (i.e. it's a fax or a photocopy), an invoice that is billing someone other than the University of Delaware (e.g. it's billing an individual department), or an invoice that doesn't have the Req. number (or P.O. number) printed on it. If we have difficulty getting a W-9 from a vendor, this can cause a delay as well.
I'm going to be paying one vendor multiple times during this fiscal year. Do I have to submit a separate Req. each time? [Expand]
No. In fact, when you know ahead of time that you'll be paying the same vendor multiple times within the same fiscal year, it's preferable to set up a blanket P.O. Just make the Req. for the total amount you'll be paying and note in the comments section that it's for a blanket P.O. If you have any questions about how to do this, please contact the Procurement buyer assigned to your department (click here
for buyer chart). An additional benefit of setting up a blanket P.O. is the ability to track payments using the Payment Activity Form
I received a 1099. What is it for? [Expand]
The University generates 1099 forms to report non-wage payments as required by The Internal Revenue Service (IRS). These are typically for awards or honoraria, speakers or lecturers, medical services, performances, rentals, or other services.
When are 1099s mailed? [Expand]
Procurement mails all 1099 forms by the end of January each year.
What are your preferred payment methods? [Expand]
Our preferred payment methods are the following (in order of preference):
- UD Credit Card
- Direct Deposit (ACH) to any U.S. bank account
- Wire or foreign currency check (only if the first two are not an option).
I am a student, and I just got an email informing me of a deposit into my account. The reason given was 'Student Refund.' Can you tell me what this is for? [Expand]
Please contact Student Services at 831-2126.
I submitted a Vendor Payment Request, but the invoice has not yet been paid. Should I call Procurement? [Expand]
Yes, if it has been ten working days since the invoice was sent and the requisition has cleared the chain of approvals.
What determines the length of time needed to pay a vendor using a Vendor Payment Request web form? [Expand]
There are a number of factors which can affect the amount of time involved:
- how long it takes the requisition to clear the chain of approvals
- how long it takes for the original invoice to arrive in Procurement Services
- whether the vendor already exists within our vendor database (if not, we need to get a W-9 from them)
- some invoices may require additional approvals due to dollar amount or P.O. status